Session based memberships
Contents:
Introduction
Creating session based memberships
When sessions from the subscription are charged
Example
Changing the guest with used session into a member
Doubt resolution
Cancelling a booking from the previous pass
Present / Absent
Membership with unused sessions
How do session based memberships work in our system. How to create them and when the system charges / returns sessions in a membership.
How to create session based memberships can be found in the article about creating memberships:
Creating memberships
IMPORTANT: Sessions from the memberships are charged at the time of BOOKING classes. Sessions are returned to the membership at the time of CANCELING the booking for the class.
So, when I click BOOK (even for classes that are, for example, a week away), one session is deducted from my membership.
If I decide not to attend the class after all, I CANCEL the booking – and the system returns the session to my membership.
We have a gym member named Matt, who has 8 sessions left, which he can use until 1st of January.
Now we book Matt into classes:
We can see that Matt has one session less in his membership (7 sessions) after booking a class.
We can also see that Matt has 1 active bookings.
Active bookings are nothing more than the number of trainings we have booked that have not yet taken place.
Let's say you've already booked a person for a workout, but they were only a guest at that time. Now you want to change them into a member.
In WodGuru, you can decide if you can take away that one used session from when they were a guest, or not 😉
This works only on the session based memberships.
If you are not sure if the number of sessions left in a gym membership is correct, you can easily check it. The tools we need are included in the club members edition , at the top in a USER LOGS section.
We can see there any changes that has been made to the membership.
On the example of the history of changes above, we can see that:
The gym member purchased a membership with 4 sessions (number of available entries: 4).
He booked a class (number of available entries: 3).
He canceled his booking (number of available entries: 4).
His booking was canceled by the gym crew (number of available entries: 4).
He was booked in a class by the gym crew (number of available entries: 3).
He was booked in another class by the gym crew (number of available entries: 2).
A member is able to buy a new session based membership, if one of 2 conditions is met:
all sessions have been used
the membership has expired
So what happens, if a member has used up all of his sessions and wants to buy a new membership?
You can decide based on your club rules. In Settings > Bookings, you will find a setting: After purchasing a new membership, do not restore sessions from the old one.
It is disabled by default, but if you do not want sessions from the old memberships to be restored when a member cancels his bookings, you can enable it by clicking on an edit button and editing it there.
When extending the membership, they will get information from the system:
After purchasing a new membership, cancelling your bookings listed below will not restore your session entries: listed will be classes, for which a member has signed up using sessions from the previous membership.
A member can decide, whether they want to extend their membership right await, or do it later.
In the attendance list you can also see the button "Present"
The "PRESENT" button is to make it easier for you to check the presence, nothing more . Clicking this button changes its color only, it does nothing else :)
Important : We assume that the people visible on the attendance list are actually present. The most important thing before starting classes is to make sure that all people in the training room are also on the attendance list (their sessions have been taken).
After reading the gym card before the class, the Present button will already be un-clicked.
- Club member can extend by oneself after the expiration date
- The club can ALWAYS extend - no matter if the pass has expired or not
In either case, sessions are lost.
💡 You may also want to check out:
Creating Memberships
Extending / selling memberships
Suspending membership
Introduction
Creating session based memberships
When sessions from the subscription are charged
Example
Changing the guest with used session into a member
Doubt resolution
Cancelling a booking from the previous pass
Present / Absent
Membership with unused sessions
Session based memberships - and everything you need to know
How do session based memberships work in our system. How to create them and when the system charges / returns sessions in a membership.
Creating session based memberships
How to create session based memberships can be found in the article about creating memberships:
Creating memberships
When sessions from the subscription are charged
IMPORTANT: Sessions from the memberships are charged at the time of BOOKING classes. Sessions are returned to the membership at the time of CANCELING the booking for the class.
So, when I click BOOK (even for classes that are, for example, a week away), one session is deducted from my membership.
If I decide not to attend the class after all, I CANCEL the booking – and the system returns the session to my membership.
Example
We have a gym member named Matt, who has 8 sessions left, which he can use until 1st of January.
Now we book Matt into classes:
We can see that Matt has one session less in his membership (7 sessions) after booking a class.
We can also see that Matt has 1 active bookings.
Active bookings are nothing more than the number of trainings we have booked that have not yet taken place.
Changing the guest with used session into a member
Let's say you've already booked a person for a workout, but they were only a guest at that time. Now you want to change them into a member.
In WodGuru, you can decide if you can take away that one used session from when they were a guest, or not 😉
This works only on the session based memberships.
Doubt resolution
If you are not sure if the number of sessions left in a gym membership is correct, you can easily check it. The tools we need are included in the club members edition , at the top in a USER LOGS section.
We can see there any changes that has been made to the membership.
On the example of the history of changes above, we can see that:
The gym member purchased a membership with 4 sessions (number of available entries: 4).
He booked a class (number of available entries: 3).
He canceled his booking (number of available entries: 4).
His booking was canceled by the gym crew (number of available entries: 4).
He was booked in a class by the gym crew (number of available entries: 3).
He was booked in another class by the gym crew (number of available entries: 2).
Cancelling a booking from the previous pass
A member is able to buy a new session based membership, if one of 2 conditions is met:
all sessions have been used
the membership has expired
So what happens, if a member has used up all of his sessions and wants to buy a new membership?
You can decide based on your club rules. In Settings > Bookings, you will find a setting: After purchasing a new membership, do not restore sessions from the old one.
It is disabled by default, but if you do not want sessions from the old memberships to be restored when a member cancels his bookings, you can enable it by clicking on an edit button and editing it there.
When extending the membership, they will get information from the system:
After purchasing a new membership, cancelling your bookings listed below will not restore your session entries: listed will be classes, for which a member has signed up using sessions from the previous membership.
A member can decide, whether they want to extend their membership right await, or do it later.
Present / Absent
In the attendance list you can also see the button "Present"
The "PRESENT" button is to make it easier for you to check the presence, nothing more . Clicking this button changes its color only, it does nothing else :)
Important : We assume that the people visible on the attendance list are actually present. The most important thing before starting classes is to make sure that all people in the training room are also on the attendance list (their sessions have been taken).
After reading the gym card before the class, the Present button will already be un-clicked.
Membership with unused sessions
- Club member can extend by oneself after the expiration date
- The club can ALWAYS extend - no matter if the pass has expired or not
In either case, sessions are lost.
💡 You may also want to check out:
Creating Memberships
Extending / selling memberships
Suspending membership
Updated on: 10/03/2025